Problem Statement & Key Challenges
To enable a smooth transition into the Zoho ecosystem, the firm needed to migrate historical collaboration data from ORA into Zoho Connect. However, several technical challenges had to be addressed:
No comprehensive export capability via the ORA UI: ORA did not allow users to export all the required data - such as projects, project lists, tasks (grouped per list), detailed task metadata, project users, and task users - in a single, structured export from the front end. As a result, retrieving relationally linked data required substantial backend intervention.
- No direct export functionality: ORA lacked built-in tools for bulk data export, requiring the use of its API for all data extraction.
- Fragmented API structure: The ORA API required multiple sequential requests to reconstruct full ticket records, including associated comments, attachments, and user assignments.
- API constraints and rate limiting: Both ORA and Zoho Connect enforced API rate limits, which required careful orchestration of request pacing, retries, and batching strategies during both data extraction and import. This was particularly critical given the limited weekend migration window.
- Platform availability concerns: ORA experienced several extended server outages, some lasting multiple days, which introduced risk and required contingency planning during the migration process.
- Hierarchical import constraints in Zoho Connect: The platform's import mechanism mandated that parent records (e.g., Tasks) be created before related child entities (e.g., Comments, Attachments, Checklists) could be added.
- Time-sensitive cut-over: The entire migration had to be executed over a single weekend to ensure zero downtime and avoid any disruption to the firm’s operational workflows.
Evaluation of the Problem
While ORA had supported the firm’s collaboration needs for several years, its lack of a built-in export mechanism made data migration significantly more complex. All data extraction had to be performed via the ORA API, and retrieving a complete record for each task, including metadata, threaded discussions, attachments, and user associations, required multiple chained API calls. This not only increased implementation complexity but also introduced the risk of hitting API rate limits during high-volume transfers.
On the destination side, Zoho Connect’s hierarchical data model required that entities be created in a strict sequence. Tasks needed to exist before their related Comments, Attachments, or Checklists could be associated. Preserving the integrity and usability of the data in the new environment required accurate field mapping, dependency management, and content validation at every step.
Successfully addressing these challenges required robust scripting, rigorous testing, and a tightly coordinated execution plan to ensure data accuracy and a zero-downtime switchover.
Implementation
1. Planning and Development
- Conducted sample data pulls to validate API behaviour and refine extraction logic.
- Developed and iteratively tested the custom import scripts for Zoho Connect.
- Mapped ORA’s data structures to Zoho Connect’s schema and defined the exact sequence of migration events to ensure data integrity.
2. Weekend Cut-over
- A dedicated weekend migration window was scheduled, during which the firm paused all activity on ORA.
- The data extraction and transformation pipeline was executed to retrieve and prepare all relevant content.
- Immediately after that, the import logic was run to populate Zoho Connect with the full data set, preserving relationships, structure, and content accuracy.
3. Go-Live Support
- At the start of the following week, the firm resumed operations in Zoho Connect with full access to historical Tasks, Comments, Attachments, and User Associations.
- A post-migration support window was provided to address refinements, user questions, or minor adjustments.
- Final validation checks were performed to confirm completeness, usability, and alignment with expectations.
Result
The migration was completed smoothly and within the planned window, with no disruption to the firm’s day-to-day operations.
- Zero Downtime: The entire transition took place over a single weekend, allowing users to begin working in Zoho Connect at the start of the following week without interruption.
- Full Data Preservation: All Ticket data, Threaded Discussions, Attachments, and User Associations were successfully migrated, while maintaining structural integrity across both platforms.
- Foundation for Scale: The project established a reliable blueprint for future migrations and laid the groundwork for the firm’s broader Zoho adoption strategy, reinforcing confidence in both the platform and the process.
This case highlights the technical adaptability and meticulous planning demonstrated by Both& in executing complex, API-driven migrations between collaborative work management platforms.